Why you should write a resignation letter when you quit

Whereas you could also be excited to begin your subsequent job, you must resign out of your present one first. One of the best methodology of resignation is an in-person assembly or a video name, however don’t overlook the significance of writing a formal letter of resignation.

It could appear to be an outdated thought—particularly in a day when casual types of communication are in all places—however submitting a letter of resignation continues to be really helpful even when an in-person assembly or a cellphone name has already taken place, says Erica Alioto, world head of individuals for the cloud-based writing assistant Grammarly.

“The letter not solely serves as formal documentation, however it additionally helps preserve HR organized when they should reference particulars like final day of employment, provides to help within the transition, and private contact info,” she says. “HR can use the formal resignation letter as a guiding star throughout what can really feel like a hectic course of.”


When to Ship a Resignation Letter

The time to show in a resignation letter is instantly after talking together with your supervisor. “Irrespective of when the final day of employment is, employers will likely be put in a reactionary place as they attempt to fill a vacating position,” says Alioto. “Serving to them by means of this course of by speaking empathetically and in a well timed method is important.”

Share the letter of resignation with HR, your managers, and anybody else who can be straight concerned with the transition. At any time when doable, offering two weeks’ discover forward of your departure date will give your employer time and respiration room to arrange subsequent steps.

E mail versus a Written Letter

Letters of resignation might be despatched as emails or printed out and delivered to your managers and to the HR division, says Alioto.

“With many individuals working remotely proper now, an e mail is probably going the quickest and most dependable option to ship the letter,” she says. “One benefit of hand-delivering the letter is realizing it was obtained on time, somewhat than probably getting misplaced in an inbox.”

When delivering your resignation letter to the HR division, Alioto suggests asking them for his or her most well-liked supply methodology within the spirit of cooperation and empathy.

However don’t skip the assembly or cellphone name and depend on the letter alone. “Whatever the medium, it will be important that the resignation letter isn’t the one communication with employers,” says Alioto. “It will probably get simply neglected if not paired with extra private communication.”


What to Say within the Letter

When writing your letter, keep centered, preserving it to 1 web page and solely together with important info. Use a formal and private greeting, reminiscent of “Pricey [recipient’s name],” as an alternative of one thing casual, like “Hey,” or impersonal, reminiscent of “To whom it might concern.”

The primary sentence should clarify your intent to depart your position. Use plain direct language and provides an actual departure date, so the corporate can plan accordingly. Keep in mind, a written doc is a illustration of you, and it might be saved in a file for others to see. Along with being skilled, take time to ensure yours is freed from spelling and grammatical errors.

Throughout the physique of the letter, Alioto suggests providing to help within the transition. It’s thought of courteous to thank the corporate for the chance to work there, except your motive for leaving includes a hostile office. In that case, your gratitude could come off as inauthentic. The underlying tone should all the time be skilled.

“Don’t consider the resignation letter as a no-strings-attached alternative to vent and complain,” says Alioto. “Moderately, preserve the letter skilled and formal, sustaining an empathetic tone all through.”

Then wrap up the letter with private contact info and a formal closing, reminiscent of “Sincerely.” In a formal letter, your contact info goes underneath your title within the upper-left nook, whereas in an e mail it may possibly go on the backside underneath your signature.

“Resigning might be difficult, particularly when breaking the information to managers and teammates who’ve turn into mentors and friends,” says Alioto. “A proper letter of resignation is a crucial a part of the method as a result of it clearly lays out all of the factual particulars throughout a time when feelings can run excessive.”